[Remote] Travel & Expense Specialist

Note: The job is a remote job and is open to candidates in USA. FocusKPI, Inc. is a data science and technology firm specializing in predictive analytics practices. They are seeking a Travel & Expense Specialist to join a high-tech SaaS client, focusing on managing travel and expense functions, driving automation, and implementing improvements within the Source to Pay (S2P) Team.

Responsibilities

• Manage travel, expense, and procurement functions, driving automation, and implementing best-in-class processes.
• Analyze data to derive actionable insights and implement improvements.
• Triage & Resolve Ticketing System Requests
• Prioritize and process tickets to meet defined SLAs
• Keep HelpMe page links and information up to date
• Maintain accuracy in documentation and reporting
• Utilize automated tools to streamline
• Collaborate cross-functionally to address complex issues with timely resolutions
• Proactively identify and implement improvements to the end-user experience
• Monitor and enforce compliance with T&E policies, identifying and addressing instances of non-compliance through education, training, and corrective action as necessary
• Provide training and support to employees on policies, procedures, and systems to ensure understanding and compliance
• Support internal & external audits to ensure adherence to established policies
• Process guest invitations, group travel, VIP traveler intake, delegations
• Execute business travel-related documentation: payments, itineraries, visas, medical, legal forms, etc.
• Monitor hotel room block system and end-to-end event activity tasks: contracts, purchase orders, deposits, payments, attendee rosters, etc.
• Partner with the Travel Manager, offsite manager(s), and events teams to optimize processes
• Conduct reviews of P-card payment requests for accuracy and policy compliance
• Reconcile expenses with supporting documentation to ensure proper financial tracking
• Identify and address discrepancies in a timely manner
• Review Concur and Uber transactions against T&E Policy
• Identify discrepancies and policy violations via audits
• Implement controls to address and rectify discrepancies
• Facilitate a smooth onboarding experience related to T&E functions
• Manage T&E processes during employee exits to ensure policy compliance and timely resolution
• Manage credit card processes, including issuance and maintenance
• Ensure timely updates and adherence to credit card policies
• Conduct reviews of credit card transactions to identify trends and areas for improvement procurement
• Support compliance with the procurement policy
• Support internal audits to ensure adherence to established policies
• Initiate and execute the supplier
• Manage the supplier onboarding process in the Oracle Fusion ERP system
• Collaborate to facilitate 3rd Party Risk Assessments and Security reviews via ServiceNow
• Track and perform the Monthly Preferred Supplier SLA audit
• Manage Purchasing module activity: submission and approval of purchase requisitions, change orders, etc.
• Collaborate with the Accounts Payable to address invoicing, receiving, payments, and PO issues affecting S2P processes
• Handle contract agreements: SOWs, order forms, and sponsorship agreements
• Update contract records, ensuring accuracy and completeness transformation
• Identify opportunities & ensure integration of automated systems in S2P, primarily Travel.
• Drive transformation projects in alignment with team goals.
• Communicate progress, challenges, and outcomes.
• Analyze data to derive actionable insights for T&E
• Summarize insights in concise and actionable reports for strategic decision-making
• Benchmark against industry leaders to maintain a best-in-class environment requirement

Skills

• Alternatively, 4+ years of proven experience in Travel Operations and Travel expense
• Travel program administration
• Contract review experience
• Project management skills
• Data analysis and tool proficiency
• Adaptability and continuous learning
• Advanced written and verbal communication skills
• Two to five years of travel and analytical experience
• Ticketing systems proficiency
• Experience with T&E tools (especially TMC)
• Strong written/verbal communication skills
• Qualitative and quantitative analytical skills
• Intermediate/Advanced Excel and Alteryx skills
• Cross-functional collaboration
• Critical thinking skills
• Managing multiple work streams in dynamic environments

Education Requirements

• Bachelor's degree in business, supply chain, or a quantitative field preferred.

Company Overview

• Since our founding in 2010, we have become a premier data science and technology firm specializing in data analytics, AI, and staffing solutions. It was founded in 2010, and is headquartered in Santa Clara, California, USA, with a workforce of 11-50 employees. Its website is http://www.focuskpi.com/.

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